The Communications and Events Coordinator will support events run by departments and programs in the School of Science, Engineering and Technology (SET), including seminars, journal clubs, retreats, symposia, festschrifts, conferences, and other events. The role involves organizing all aspects of events, coordinating logistics, interacting with faculty and speakers, and handling communications such as maintaining the website, blog, and social media presence. The position requires significant organizational skills and attention to detail to successfully plan and execute logistics for a large number of events.

Responsibilities

Organize all aspects of seminars, journal clubs, retreats, symposia, festschrifts, conferences, and other events in assigned area. This may include, but is not limited to, coordinating meals/food orders; setup of these orders prior to an event and clean up after an event; making room reservations and necessary rentals; contacting invited speakers; coordinating travel arrangements, often arrangements for travelers from all parts of the world; process reimbursements and honoraria. Interact with faculty, invited speakers, guests, and other planning committees and liaise with speakers and guests of various functions to ensure successful completion of events. Serves as a contact/liaison to University Events, Harvest Table, and other campus offices as necessary.
Coordinate publicity for events, which may include maintaining the seminar database records, sending out weekly science seminar listings, updating event listings on websites, send information to Bevents, and post flyers announcing events. In conjunction with the Events Comm Admin and Office of Communications, this position may generate promotional materials and publicity for events.
Maintain SET website presence, including blog posts, calendar updates, and social media presence.
Perform other duties as assigned. Support cross-functional groups and provide coverage for colleagues in SET as requested.

Requirements

Bachelor’s Degree required
1-3 years work-related experience.
Strong organizational, communication, and interpersonal skills is essential.
Attention to detail is an absolutely required quality.
Must be able to work independently while having the ability to know when to ask questions.
This position will be interacting with a wide range of faculty and staff to organize and handle logistics of incoming seminar speakers and scheduling of retreats. As such this position must be able to deftly adapt to any situation, concern, or problem that arises.
This position is an outward facing position. Tasks performed will be highly visible to the community and external parties necessitating a highly professional and calm demeanor.
Ability and inclination to anticipate future opportunities and consequences.
Resonance with the mission and goals of the team’s priorities.
Experience and comfort with using with software is a must; preferably Filemaker, MS Office, Google suite, and institutional enterprise software.
Expected to be a part of diverse teams, requiring high degree of collaboration and inspiring confidence with team members